Office Administrator /

Bookkeeper Location:

Star, ID (in office)

Position Type:

Full-Time / Hourly, Monday-Friday days

Reports To:

Owner Position Summary The Office Administrator runs the day-to-day office, bookkeeping, payroll prep, and project paperwork for Keely Electric and its Keely Power Systems division so the owner and crews can stay on job sites. The role touches every part of the business: QuickBooks Online, weekly payroll, permits and inspections, bid and job folders, phones, social media, ordering, and the errands that keep a contractor running. This is a self-directed position. The owner and field crews are out of the office most of the day, so the Office Administrator is usually the only person in the office. The person in this seat manages their own workload from the daily, weekly, and monthly checklist below, solves problems on their own, and reaches the owner by call or text when a decision is needed rather than waiting to be told what to do next. Duties & Responsibilities Ø Accounting & Bookkeeping (QuickBooks Online) o Enter expense reports and receipts submitted by field employees (daily). o Enter vendor bills from suppliers and subcontractors, coded to the correct account, department, and job (daily). o Review the P&L by department and confirm every transaction is coded where it belongs (daily). o Convert QuickBooks sub-customers to projects so labor and materials cost against the right job (daily). o Pick up checks from general contractors (weekly). o Pay the cleaning service (weekly). o Prepare the vendor bill payment run for owner approval (monthly). o Write checks to subcontractors and for customer referral payments (as needed). o Pull the Profit & Loss report and update the P&L tracking spreadsheet (monthly). o Reconcile bank and credit card accounts to QuickBooks (monthly). Ø Payroll (weekly, owner finalizes) o Review employee time entries for accuracy and correct job coding. o Set up the weekly payroll for the owner's final review and approval. o Process wage garnishments (child support) with each payroll. Ø Project & Job Administration o Book quote requests and schedule estimates in the service software (daily). o Prepare and submit permit applications and inspection requests with local jurisdictions (daily). o Build bid folders and job folders in the company file structure (daily). o Order labels and blueprints; pick them up when ready (weekly). o Prepare final-inspection closeout items, including building and printing panel schedules (as needed). o Take job-site photos; record and transcribe job walkthrough videos (as needed). o Set up and maintain client safety-program profiles (as needed). o Run parts to job sites when a crew needs them (as needed). o Build new forms and documents as the business needs them. Ø Front Office & Customer Reputation o Answer and route incoming calls; greet visitors; handle mail and deliveries. o Respond to Google reviews and keep the technician-mention tracking sheet current. Ø Marketing & Community o Post to company social media at least twice a week using job-site photos, project milestones, and team updates. o Coordinate community sponsorships. Ø HR & Administration o Onboard new employees: paperwork, system access, and orientation materials. o Write and update employee handbook policies as directed by the owner. o Order employee apparel. Ø Fleet, Facilities & Supplies o Schedule vehicle maintenance; handle decals and registration for new vehicles. o Order office supplies, paper products, and toiletries. o Keep the break room stocked with drinks and snacks, including Costco runs. What You'll Bring Ø Required o 2+ years in an office administration, bookkeeping, or accounting-support role.

o Hands-on QuickBooks Online experience:

entering bills and expenses, coding transactions, and reconciling accounts. o Experience preparing payroll or reviewing employee timesheets. o Proficient in Microsoft 365: Outlook, Excel, Word, and OneDrive/SharePoint. o Valid driver's license and reliable transportation. This job includes errands around the Treasure Valley. o A demonstrated history of working with little day-to-day supervision. Expect to be asked about it in the interview. Ø Preferred o Construction or trades office experience, especially permits, inspections, and general contractor paperwork. o Experience with a field-service scheduling platform (ServiceM8, ServiceTitan, Housecall Pro, or similar). o Social media posting or Canva experience for a business. How This Role Works o You will be the only person in the office much of the day. You need to be comfortable with that and productive in it. o Interruptions are part of the job: the phone, a tech who needs a part, a GC who needs a permit number, all while you are mid-reconciliation. You have to be able to set something down, handle it, and pick it back up without losing your place. o The owner reviews and finalizes payroll, bill payments, and reconciliations. Your job is to have them prepared accurately and on time. o The work runs on a rhythm: a daily list, a weekly list, and a monthly close. Keeping that rhythm without being reminded is the core of the job.

Pay:

$21.00 - $24.50 per hour Expected hours: 40.0 per week

Benefits:

401(k) 3% Match Gym membership Health insurance Paid time off Professional development assistance

Work Location:

In person